Best Practices in the Art of National Security Policymaking

AP PHOTO/CHARLES DHARAPAK Process Makes Perfect Best Practices in the Art of National Security Policymaking By Kori Schake, Hoover Institution, and William F. Wechsler, Center for American Progress January 2017 WWW.AMERICANPROGRESS.ORG

Process Makes Perfect Best Practices in the Art of National Security Policymaking By Kori Schake, Hoover Institution, and William F. Wechsler, Center for American Progress January 2017

Contents 1 Introduction and summary 6 Findings 14 First-order questions for the next president 17 Best practices to consider 26 Policymaking versus oversight versus crisis management 36 Meetings, meetings, and more meetings 61 Internal NSC staff management 72 Appendix A 73 About the authors 74 Endnotes

Introduction and summary Most modern presidents have found that the transition from campaigning to governing presents a unique set of challenges, especially regarding their newfound national security responsibilities. Regardless of their party affiliation or preferred diplomatic priorities, presidents have invariably come to appreciate that they cannot afford to make foreign policy decisions in the same manner as they did when they were a candidate. The requirements of managing an enormous and complex national security bureaucracy reward careful deliberation and strategic consistency, while sharply punishing the kind of policy shifts that are more common on the campaign trail. Statements by the president are taken far more seriously abroad than are promises by a candidate, by both allies and adversaries alike. And while policy mistakes made before entering office can damage a candidate s personal political prospects, a serious misstep made once in office can put the country itself at risk. These are the realities that President-elect Donald Trump will encounter when he enters the Oval Office. In building his national security team and designing his decision-making processes, he now has the opportunity to learn from those who have come before him, avoid their mistakes, and adopt their best practices. Before President Trump takes office, Washington will be papered over with studies such as this one advising him on how to best organize his national security team. 1 Many of these reports recommendations will be somewhat redundant, which may cause some to wonder whether this field needs yet more tilling. We believe it does. The similarities in recommendations across numerous expert studies are an indication that many practices in recent decades across administrations of both political stripes are generally considered by experienced policymakers to be inadequate to the demands of sound national security policymaking. Some suboptimal practices have been particular to specific administrations and presidential personalities, while others have been the result of a slow accretion of behavior patterns that transfer from one administration to another, even across party lines. 1 Center for American Progress Process Makes Perfect

As a direct result, America s national security decisions and their execution have too often underperformed. It is rare to find unanimity among leading national security policymakers across party lines and generations, but on the subject of national security policymaking, the authors of this joint report found general consensus on two central points: Process matters. Effective decision-making processes can go a long way toward facilitating successful national security policies, and dysfunctional processes can be the undoing of the best-intentioned plans and objectives. The importance of process is often underestimated by national security analysts who have not previously been policymakers themselves. It starts at the top. Unfortunately, most U.S. presidents in the modern era have been elected into office without deeply considering what processes might ideally integrate both their own personal preferences and the inherent needs of the large, complicated national security institutions that they will soon lead. Most incoming presidents have thus been forced to learn on the job and have adjusted their administrations processes accordingly over time. It would be preferable, of course, for the next president to avoid this steep learning curve. And given the wide range of national security challenges that are likely to confront President-elect Trump in the first year of his administration, the cost to the nation of a too-steep learning curve may turn out to be unacceptably high. Our aim with this report is to help the incoming administration avoid this risk. This report seeks to help the incoming president and his transition team identify choices that are often not deliberately made but are crucial to a well-functioning interagency process that provides information and tees up decisions in ways that support the president s management style, rather than becoming an impediment to the president. The authors engaged with a wide range of high-level practitioners to determine best practices for making national security policy including Stephen Hadley, Susan Rice, George Shultz, Madeleine Albright, and Henry Kissinger and quote their comments at length. In our judgment, hearing the voices of the practitioners was the most valuable way to convey their lessons. From these wide-ranging interviews emerged a general consensus on what steps President-elect Trump or any future president in the decades to come should undertake to demand processes that better inform policy choices and allow his or her decisions to be carried out more faithfully. While each modern administration 2 Center for American Progress Process Makes Perfect

has had its own sets of experiences and circumstances, its own moments of dysfunction, and its own comparative advantages in its national security decision-making processes, the degree of unanimity among the former leaders across these administrations is notable indeed. More voices help convey the urgency of improvement. And while many recommendations are indeed similar, they are not all identical; where and why they differ is itself interesting and can inform an incoming administration looking for structural or procedural ways to improve government s performance. At the same time, it is all too easy to stipulate how an administration should be organized without factoring in the specific politics and personalities, the longstanding feuds and friendships, the excess or dearth of talent for positions, the competing priorities, the international crises, and the other urgent problems that will not wait on an administration to take shape. What strategist Carl von Clausewitz said of warfare is also true of national security policy: Everything is simple, but the simple is exceptionally difficult. 2 Running the national security policy process is a demanding job, more often done poorly than well due to the sheer degree of difficulty. The most important conclusion of this report came from Stephen J. Hadley, President George W. Bush s second national security advisor, which we call Hadley s Dictum: Presidents get the national security process they deserve. The president s role is so determinative and personal influence is so all-encompassing that responsibility cannot rest anywhere else. His or her personality, personnel choices, the administrative routines they establish whether by active management or simple default overwhelm all other factors. The seminal advice from this report is that while there are better and worse ways to structure policymaking and execution, the optimal choices for any administration are those that work with the grain of the president s management style. Textbook practices at stark odds with how the president is comfortable making decisions will result in circumvention of the formal decisionmaking process until practices are found that suit the president s needs. Presidents get the national security process they deserve. Stephen Hadley As Henry Kissinger has noted, it is theoretically better to use the Brent Scowcroft model of the National Security Council, or NSC, as honest broker, but most national security advisors and their staffs nonetheless become part of the debate. Many presidents have tended to have their immediate, in-house staff the NSC staff handle the most sensitive issues and negotiations because they are the most personally trusted, tend to have the greatest knowledge of and commitment to the president s agenda, and are least likely to engage in leaks to the media and Congress hostile to the president s leanings before a policy takes shape. 3 Center for American Progress Process Makes Perfect

It takes an enormous amount of trust and unusually effective enforcers of the process for the interagency to work as the Dwight Eisenhower and George H.W. Bush administrations did. Nobody can do more to build such a culture of trust within an administration, or by action or inaction proliferate a culture of distrust, as can the president. Moreover, if a president cannot extricate himself from tactical decisions either because it is the natural level of his engagement or because he prefers to reason from the tactical to the strategic it unfortunately makes little sense to organize NSC meetings to decide strategic-level issues. The process must fit the president, not vice versa. While researching this report, we were struck by how many crucial decisions about the process of policymaking on national security issues were the result of drift rather than deliberate decision. And as Condoleezza Rice has emphasized, opening the aperture for consideration of alternatives is a challenge once policy has been set. Presidents very often carried over practices and people from campaigns without conscious choices about whether those individuals would be suited to supporting the demands of the nation s highest office. And yet all too often, they have found that the processes for organizing information and framing decisions that have served them so well in other circumstances, even in other executive leadership positions, are not always directly transferrable to the presidency. It is our firm belief that this report can best contribute to the next administration by properly framing the questions that will most advantage the incoming president and his transition team as they are considering the staffing and workings of a national security team. With an in-depth understanding of the president and how he wants his administration to function, transition teams can make recommendations best suited to a well-functioning interagency that works with the president s management style rather than struggling against it. This report concludes with a relatively long section on best practices that quotes many of the interviewees on subjects that they repeatedly raised. We have to remember that the president is the decider, and the process has to be one that suits the president because presidents make decisions in different ways. Madeleine Albright We guided the process by posing questions but had no preconceived notions of what should be done differently: Our methodology has been to read widely of history and memoir and ask top policymakers to share their experiences and thinking about how to improve the processes to better serve the president, irrespective of who that is or their policies. Our analytic approach has been a devotion to economist Tyler Cowen s first law, which stipulates that there is something wrong with everything. 3 The authors sought to explain what is difficult or demanding in every approach recommended so that transition teams will have a catalogue of pros and cons associated with different approaches and can best optimize their practices. 4 Center for American Progress Process Makes Perfect

In producing this report, we have been rigorously bipartisan, not only in the composition of our research team from both the Center for American Progress and the Hoover Institution but also in the people we interviewed. The research base consisted of former national security advisors, Cabinet members, deputies, and assistant secretaries and senior staffers regarded as especially attentive to structural and procedural issues. The authors have particularly sought the views of individuals who have routinely participated in Principals and Deputies Committee meetings across multiple administrations, both Republican and Democratic, at the White House and within the executive departments. Lengthy interviews were conducted by the authors over the past year, typically in person in the interviewees offices. Those interviews were recorded and transcribed, and interviewees were offered opportunities to review those transcripts and clarify their intent so that we could ensure we were reflecting their views accurately. Unless otherwise noted, all the quotes cited in this report come from those interviews. A detailed list of those interviewed is included in Appendix A. The first scheduled interview for this project was with Sandy Berger, who served as national security advisor in the second term of the Clinton administration and as the deputy national security advisor in the first. Sadly, Berger died a few days before we were to have sat down with him. He had strongly encouraged that this report be written, stressing how important good process was to good policy. He particularly liked our approach of letting people who have held these demanding jobs explain what worked and what did not in the time of their responsibility. Berger actively guided our preparations and the types of questions we planned to ask interviewees. We sincerely hope he would approve of the result, which is dedicated to him. 5 Center for American Progress Process Makes Perfect

Findings Presidents often underestimate how important it is to get the process of policymaking right. Other than Dwight Eisenhower, no modern president has ever entered office having run an organization as large and complex as the federal government. Indeed, many have never run anything larger than a congressional staff office. Those assuming the presidency have likely never reported to a board of directors as divisive as the U.S. Congress nor had customers as diverse, demanding, and opinionated as the American public. They have experienced the media scrutiny that comes with running for president, yet they are often surprised that it is possible for the intensity to increase even further once in office. Most presidents have never had to make life and death decisions before, nor were they responsible for precedents that would reshape international practice or materially affect the world s largest economy. There may be no genuine preparation adequate for the job. Still, it is a fact that most presidents have dramatically overestimated their ability to put their personal stamp on the working of the executive branch. This is nowhere more true than in national security policy. The development of many of the essential U.S. capabilities, such as major weapons systems, intelligence access, the caliber and training of career personnel, the depth of trusted foreign relationships all have lead times far in excess of a single presidential term. Many key appointments such as Federal Reserve chairmen, FBI directors, and senior military appointments are staggered to provide depoliticized continuity across administrations. Congress determines spending levels and allocations and can frustrate the president with policy riders and stalled confirmations even when the president s political party is the majority. Moreover, the military; the foreign service; and the intelligence, economic, development, and law enforcement communities each have deeply entrenched and differing cultures and incentive structures that are difficult to affect from the White House. Bad process beats good policy. Anthony Lake Yet most presidents think that because they are commander in chief, the interagency will be immediately responsive to their commands. This is only true if a president structures the process of policy formation to encourage institutional buy-in and then carefully supervises its subsequent execution something few do. 6 Center for American Progress Process Makes Perfect

By far the more common practice is for a president to come into office without having much considered the optimal structure that balances the way he likes to receive information and make decisions with the legitimate institutional needs of the organizations he now leads. Presidents therefore fail to define the process clearly or demand that senior appointees abide by that prescribed process. As a result, they most often end up reflecting in their memoirs that they felt trapped by an ineffectual national security policy process that failed to produce a wider range of choices, was unresponsive to direction from above, and boxed them in by denying the time and range of choice they desired. Solving this problem begins with developing a solid understanding of the functional needs of the key national security agencies, especially the U.S. Department of State and the U.S. Department of Defense, or DOD. Some of these needs are common to all such institutions. For instance, large organizations such as State and DOD work best when they receive clear strategic direction from the White House that is itself the result of an inclusive and deliberative process. At the same time, each department and agency has its own cultural idiosyncrasies. To make a musical analogy, the military is like a symphony orchestra, and at its best, the foreign service can be like a jazz quartet. They both can sound beautiful. But while one is large, highly specialized, led formally, and follows a plan, the other is smaller, more flexible in its roles, led informally if at all, and rewards improvisation. An effective policymaking process recognizes these differences to meet the institutional needs of both communities simultaneously. But if there was only one correct answer to this conundrum, then this report would read as a checklist rather than a series of questions and findings. As former Deputy Secretary of State James Steinberg emphasized to us, Each administration requires a process which is suited to the style of decision-making of the president. And as Ambassador Nicholas Burns points out, You d have to say Nixon was successful with a system so different than Bush; it s not just the system, it s the fit for the president. 4 Trust is the fundamental metric for determining how to structure the process Outside analysts and those in the various departments often critique White House micromanagement of the Cabinet. And these analysts are almost uniformly critical of instances when the national security advisor and the NSC staff have gone operational by undertaking execution of policy instead of restricting themselves to staff functions. Indeed, operationalizing policy execution in the White House has 7 Center for American Progress Process Makes Perfect

famously resulted in outcomes deeply damaging to presidents, whether by making tactical decisions on bombing targets in the Johnson administration or by running the Iran-Contra operations in the Reagan administration. As several interviewees stressed to us, the conventional wisdom that the NSC staff should not be operational really emerged from the Iran-Contra scandal experience. And yet most modern presidents have also sometimes, quite successfully decided in certain instances to entrust the development and execution of their most critical and riskiest policies to their national security advisors and their immediate staff. Crises tend to be managed from the White House and have included secret overtures as well. The surge in Iraq, the Israel-Palestinian peace process, negotiations to end the Vietnam War, and the openings to China and Cuba were endeavors led by national security advisors or by presidents directly. The extent to which a president relies on the NSC staff exclusive of departments for the development or execution of policies can be understood as the result of the president s confidence, or lack thereof, in the workings of the rest of his administration. As former U.S. Ambassador to NATO Ivo Daalder noted to us, reflecting on the Obama administration s reputation for centralizing national security decision-making: The Scowcroft model requires high levels of trust, and President Obama didn t have it. Personnel decisions are policy decisions There is simply no substitute for good people. National security is a team sport, Stephen Hadley stressed to us. He went on to note, When making national security appointments, the president needs to think about the process as putting together a team. It needs to be the president s team. It ought to be people the president knows and has confidence in personally. You need to start by picking people you rely on and can trust. I think trust is critical. If you have people around you who you can t trust, you need to get rid of them. George Shultz That it is diabolically difficult to tell who will prove successful in high-level interagency coordination jobs additionally clouds the process of making good choices. But there are characteristics common to people who have successful track records. They are committed to strong policy processes, instead of only to particular policy outcomes. They understand what level of authority is appropriate for different decisions to be made. They listen for departments concerns and craft integrated approaches as policy alternatives. They frame strategic decisions for Cabinet consideration and insist that the full range of strategic options be reviewed, not just 8 Center for American Progress Process Makes Perfect

the ones perceived to be preferred by the president. They use their authority to ensure implementation of decisions once made, review effectiveness, and propose adjustments as required. If part of the president s campaign team, they have the rare discipline to be able to shift from campaigning to governing. There are understandable reasons why any president might select Cabinet members that he did not already have reason to trust deeply. For example, they may bring specialized expertise that is valuable for the position. They may represent politically important domestic constituencies, critical for a successful presidency. They may provide geographic, racial, age, or gender balance among advisors. They may bring a prior adversary inside the proverbial tent. But rather than being a model to emulate, Lincoln s famous Team of Rivals is the exception that proves the rule: Appointing untrusted persons to the Cabinet almost always increases the risk of interagency dysfunction. At the very least, such appointments will likely result in additional supervisory responsibilities from the NSC staff. More typical is that a department led by someone untrusted by the president will find itself marginalized in the interagency progress. And as Secretary Madeleine Albright noted, These are huge agencies, and if they are not included, they either sit on their hands or they do something that you do not want them to do. If a president does select Cabinet members who have difficulty working effectively together or subordinating their activity to the president s agenda, the role of national security advisor becomes especially important. As President Reagan s last national security advisor, Colin Powell defused friction in the wake of Iran-Contra by emphasizing that he worked for the statutory Cabinet members of the NSC, not just the president. He thus held a brief in-person meeting in his office each morning with the secretaries of state and defense to ensure common focus. Bureaucratic rivalries are endemic to the interagency, inherent to departments with overlapping roles and responsibilities, and pre-exist any political personnel a president might appoint. This is why it is critically important that presidents select national security personnel who actively seek to minimize these rivalries, rather than those who exacerbate them. There is no substitute for candidates with deep experience in the executive branch, preferably across multiple agencies. Ideally, personnel decisions would be designed to create effective teams, both among the Cabinet and again within key sub-cabinet subject area groupings. Very little will be accomplished if the relevant NSC senior director, assistant secretary of state, and assistant secretary of defense responsible for a specific issue area distrust each other personally and are unable to work together effectively. 9 Center for American Progress Process Makes Perfect

Presidents can further mitigate risk of ineffectual appointments by training individual appointees and teams of interagency counterparts at the beginning of an administration that this is almost never done is one of the most glaring oversights and easiest fixes for improving the process of national security policymaking and execution. Given the central importance of trust in interagency policymaking, lessons might be drawn from business management research that suggests that the concept of psychological safety is key to successful group dynamics. 5 Most presidents underestimate the challenge of effective communication within their administration Politicians consider themselves effective communicators, for how can one be elected to national office without communicating effectively? Yet many, even most, presidents struggle to have their priorities understood within the federal bureaucracy and get the work of departments aligned to those priorities. And most do not consider how effective a specific candidate might be at internal communications when making Cabinet selections. In day-to-day management of national security, good communication allows policymakers to come into meetings having the same correct assumptions and to leave meetings with a common understanding of the next steps. Internal communication is driven by the model of interagency decision-making. The two foundational models of national security process are the Scowcroft and Kissinger models. Scowcroft is the exemplar of a neutral and transparent process of policy evaluation; Kissinger exemplifies an opaque and highly centralized policymaking process with the national security advisor as the president s confidant and policy surrogate. Both models rely on principals making strategic-level decisions and departments empowered to execute policy. In practice, the Kissinger model often leeches so much information and responsibility away from departments that confused policy execution can easily be the result. It can also lead to a more activist Congress, urged on by departments and individuals uncertain about or opposed to policies they did not have a hand in crafting. The same logic applies to re-litigating policy decisions in the media: Incentives increase for working outside the system when the system is not perceived to incorporate departments concerns. Historian Philip Zelikow, who participated in the 9/11 Commission, has previously emphasized that, All successful presidents have a shakedown period in which they figure out how to compose and lead a team that is good at governance. 6 10 Center for American Progress Process Makes Perfect

Secretary George Shultz pointed out to us that lengthy confirmation processes also push decisions to the White House early in the course of an administration, which can become a set pattern if not consciously pushed back on as departments are staffed. In recent years, it has become more common for tactical-level decisions to be directed by the president s staff in the White House. This may partly be driven by the revolution of instantaneous communications that make confidentiality more difficult and immediate reaction seem urgent, as many recent senior policymakers explained to us. It is also partly driven by the burgeoning size of the NSC staff, particularly after incorporating the enlarged Homeland Security Council. At its high point, the total number of staff members was reported to be more than 400 people, vastly larger than it was a generation ago. 7 The number of people currently reporting to the homeland security and counterterrorism advisor alone is roughly the same as the size of entire NSC staff that worked for Zbigniew Brzezinski or Brent Scowcroft only one generation ago. 8 Talented people armed with the president s mandate are seldom passive in the conduct of their work, so they find problems to solve even if it is not their proper role to do so. There is widespread consensus that this number got too high, and most recently, under National Security Advisor Susan Rice, the staff has undergone a deliberative process of reductions, coming down 13 percent to date. Former Under Secretary of Defense for Policy Michèle Flournoy stresses that the White House needs to clearly communicate to the departments what decisions the president wants to make personally; which types of interagency decisions should be delegated to principals, deputies or below; and which types of decisions should be left to the individual agencies. The most recent two administrations have tended to raise a large proportion of policy decisions to higher levels than was done previously, with deputies very often a consultative rather than a decision-making committee. President George W. Bush allowed interagency processes in his first term that precluded most decisions below the principals. 9 President Obama is reported to hold Cabinet meetings to solicit advice and then make many key national security decisions alongside a small group of longtime trusted aides. 10 The higher the level of decision-making, the more rigorous a White House must be to ensure effective communication within the government. Otherwise, departments will continue to contest policies that have been decided and hesitate to carry them out speedily in case the information they are operating on proves inaccurate. While it ought to be the case that decisions at high levels allow for harmonization of individual policies across broad spans of decision-makers authority, in practice, 11 Center for American Progress Process Makes Perfect

it is more often the cause of uncoordinated execution as information is passed through different interagency funnels to the person responsible for carrying out specific mandates. In the first term of the George W. Bush administration, ineffective communication resulted in the president s decisions not being carried out because Cabinet members did not mobilize their departments to execute policies. 11 In the Obama administration, ineffective communication has led to resentments between the White House and multiple operational departments and agencies. 12 Presidents must own the process Richard Clarke, who served on the NSC staffs of Presidents George H.W. Bush, Bill Clinton, and George W. Bush, describes the Brent Scowcroft NSC as ruthless in policing the interagency. Deputy National Security Advisor Robert Gates would have NSC staff draft brief memoranda outlining options and identifying departmental positions on the issue for decision. In the Deputies Committee, Gates would ask participants to affirm that the strategic options outlined in the discussion papers accurately reflected their departments positions. If the papers did not, either the NSC staffers who drafted them or the department staffers who provided the input would be managed appropriately. Meetings were designed to force decisions at the lowest possible level rather than routinely push decisions to the highest level. Scowcroft himself described the process as if they were at loggerheads, Gates simply had to say, Well, let me talk to the president and see how things work out. You only had to do that once for people to understand how things ran. 13 Because Scowcroft was empowered by President Bush to run the process this way, no one doubted the NSC was the guardian of an efficient process that produced a maximum of agency participation in and clarity about decisions. As Daalder emphasized to us, One of the reasons Gates and Scowcroft are effective is because the whole system was effective. Owning the process also means clearly defining for all senior staff at the beginning of the administration the acceptable and unacceptable behaviors of NSC principals and the NSC staff. Presidents typically use their first issued directive to outline the interagency process but do not enforce its practice. Former NSC Senior Director for Defense Frank Miller attributed much of the difficulty in the first George W. Bush administration to Cabinet secretaries not considering themselves subservient to the president. 12 Center for American Progress Process Makes Perfect

The president owning the process is also important for managing the external relationships essential to national security policy. Hadley illustrates the difference by describing to the authors President Bush s consultations with Congress about the 2003 invasion of Iraq and the 2006 decision to change strategy and surge forces in Iraq. In the first instance, President Bush left description of his strategy to national security advisor Condoleezza Rice, which Congress took as distancing himself from the approach. In the second instance, the national security advisor was present but not a participant in the consultation and the president himself explained his strategy and the force requirements, which Hadley felt was essential in garnering congressional support. 13 Center for American Progress Process Makes Perfect

First-order questions for the next president Because there are a range of successful models for organizing national security policymaking and execution, and the choices about organization and personnel appointments need to be specific to the president in order to work effectively, the authors pose below a series of questions for consideration. The process of deliberating on the questions will assist the new president and his transition team in making appointments and establishing processes that work effectively for him. What are the circumstances that give the president a high level of comfort in evaluating options and making decisions? Some presidents prefer the lonely weight of solitary decisions; others are almost prime ministerial in their desire for consensus. Some prefer to talk through evaluations, while others absorb information and argument better by reading. Some prefer formal and inclusive meetings that generate multiple ideas coupled with smaller, informal groups to weigh options and make decisions. Some prefer to deliberate in private and communicate decisions after the fact. Structuring a process that makes it harder for the president to think his way through to weighty decisions serves him poorly. Matching the process to the president s actual proclivities may be the most important national security decision of the administration. What role does the president want the Cabinet to have in strategic decisions: consultative, deliberative, or decision-making? This is a decision only the president can make, but it is important for the transition team or the national security advisor to have a conversation that allows the president to honestly and confidentially assign roles to the Cabinet that will facilitate rather than aggravate his decision-making. President George W. Bush seems to have envisioned himself in the Reagan mode of encouraging active dissent among the Cabinet, yet he was most comfortable making decisions when the Cabinet had reached consensus ahead of time. 14 Center for American Progress Process Makes Perfect

How does the president manage conflict among senior staff? Some presidents prefer outright disagreement among their Cabinet. Even when that approach suits the president, it is often injurious to smooth functioning of national security policy because of resentment among the Cabinet. Elliott Abrams, who held foreign policy positions under President Reagan and President George W. Bush, told us of Reagan holding repeated Cabinet meetings on whether to intervene in Panama, not because he was debating the policy merits but because he was managing disagreement between Vice President George H.W. Bush and Secretary of State Shultz. Does the president see value in doing this work himself or prefer to have the chief of staff or national security advisor smooth feathers and ensure teamwork among the Cabinet? How the president manages disagreement that will inevitably occur among his Cabinet will be a main driver for sustaining trust in the interagency. How much confidence does the president have in the judgment and managerial ability of the national security Cabinet members? This will affect both the autonomy national security Cabinet members are given and the role they have in deciding national security issues. It will also affect the interagency process, since, as former Homeland Security Advisor Frances Townsend emphasized to us, preparation by principals for meetings is highly determinant of outcome productivity. For the Scowcroft model to work, it requires high-order performance not only by the NSC staff but also by interagency principals and deputies. A high degree of confidence in management by others will allow downsizing of the NSC staff and the holding of fewer and more strategic meetings among deputies and principals. How will the president enforce decisions in the interagency? President Eisenhower used statement of conclusion documents as enforcement: If any Cabinet secretary disagreed with the NSC statement, the Cabinet would have to reconvene. President George W. Bush seemed to tolerate high levels of noncompliance by the secretaries of both state and defense in his first term, as well as to utilize stoplight charts for grading policy execution in his second term. 14 Most other presidents fall somewhere in between these two approaches. Ensuring that departments accept a common understanding of decisions and carry out their respective responsibilities in policy execution is essential; determining feedback mechanisms and empowering enforcers are important actions for a president to establish early. 15 Center for American Progress Process Makes Perfect

How sensitive is the president to low-level bungling by departments? If very, then either senior appointees will need to have very close knowledge of the president s objectives or the NSC will need to have line authority to execute policies or wide supervision over departments implementation. If the president has a higher tolerance for mistakes that are attributable to departments work, then the NSC can better serve the president by ensuring interagency debate on strategic issues. How will the White House protect the president s need for confidentiality while deliberating? Loyalty of NSC staff is essential to having the president s trust; this argues for a senior staff known to the president. Kissinger said that sensitive tasks migrated to him because the president trusted his confidentiality. From his vantage point close to President Obama throughout the past eight years, Ben Rhodes described to us instances in which the NSC staff identified issues as presidential opportunities and then created processes around them. Work will migrate to competent people trusted by the president no matter their official jobs and responsibilities; the best practice would be to place those trusted, competent people in the relevant statutory positions to begin with. 16 Center for American Progress Process Makes Perfect

Best practices to consider In answering the preceding questions, transition teams can determine what types of organization and management of national security best suit the president s own patterns of behavior, while still acknowledging the legitimate institutional needs of the bureaucracies that must execute the president s decisions. The answers will help the White House establish the boundaries for the role of the National Security Council staff and its organization of interagency practices. Over the course of our interviews, we perceived a wide consensus on best practices across presidential administrations for producing sound policies and effective implementation that are offered below for consideration. To emphasize that the views presented are not the authors alone, we have included longer quotes on each subject from many whom we interviewed. Set the rules of the road Within a month of the election, the president-elect should meet with the person selected to be the next national security advisor to examine alternative models for national security decision-making, review best practices from previous administrations, and establish guidelines for the incoming administration. As soon as practicable during the transition, the president-elect and the next national security advisor should meet with those expected to be nominated as members of the Principals Committee and Deputies Committee to discuss those guidelines and establish clear expectations on processes. Soon after the inauguration, the new president should issue written guidance on process to all relevant departments. The president needs to take responsibility for the NSC system and see it as a team. Presidents get the national security process they deserve. Presidents can either pick the one they want, or if they ignore it, they are going to get a dysfunctional system, which they deserve because they have not taken ownership of the system to fix it. Part of the ownership involves presidents putting themselves in the centers of their systems. Stephen Hadley 17 Center for American Progress Process Makes Perfect

What decisions does the president want to make? What decisions is he or she okay with his secretary of defense or secretary of state making? And where are their shared authorities? On what do both Defense and State need to agree? If you have some of those guidelines upfront, you ll be able to answer the questions on maybe 80 percent of the issues. On 20 percent, people will still want to argue and contest, but by then you ll have drastically reduced the level of confusion. Michèle Flournoy Early on, the president and the national security advisor have to be clear on how the process is going to work. The national security advisor has to be empowered to call fouls and make sure that there are consequences for lack of coordination and lack of good faith. The national security advisor has to be invested in the whole process and has to make sure that the Cabinet members of the NSC are committed as well. That s a come to Jesus moment in the start of an administration. This is how we re going to operate; these are the rules. We can always deviate, but we have to be clear when we re deviating and why. Juan Zarate From the very beginning, even before inauguration, the president has to have people looking at the way government is organized to execute policies, and not just at the policies themselves. Unless the president is personally convinced that the organization of the national security policymaking system is a major factor affecting the odds of success and is personally interested, there is no other power able to substitute for that. Leon Fuerth There have to be Cabinet loyalties at the highest level that then have to get transmitted down, to say we won t be fighting each other. There needs to be an understanding that if you break the rules, you re going to get fired. This establishes accountability. Nobody ever got fired from George W. Bush s administration. Frank Miller The president has to get principals together at the outset and say: This is the way it s going to be. You all have a right as Cabinet members to come directly to me, but if you do that all the time, the system s going to break down. If you think your views are being suppressed and your department is being overrun, or you think that the NSC staff is doing your job, come tell me. I trust the national security advisor. And when he or she says that the president has said x or y, she s speaking for me and not making it up. If you want to test that and call me, you can do that once. Richard Clarke 18 Center for American Progress Process Makes Perfect

Define the role of the national security advisor and the NSC staff The next president and national security advisor should clearly define and communicate their vision for the preferred role of the advisor and his or her staff. It is important that Cabinet members, and by extension the thousands of people in their departments, have confidence that the national security advisor and staff will be honest brokers when differences emerge. The key tension is that the national security advisor has to be on the one hand the honest broker and make sure that the options are clean, and on the other hand, the national security advisor has to be an advocate for policies he or she thinks are the right ones. The answer to the tension is to be transparent. Anthony Lake When Colin Powell became the national security advisor, he came over to my office in the State Department. He said, George, I just want to let you know that I m a member of your staff. The National Security Council consists of the president, the vice president, the secretary of state and the secretary of defense. That council has a staff, and I m the chief of it. Obviously, the president is my most important client, but all four of you are also my clients. George Shultz The national security advisor should be an honest broker and a systems administrator, someone who runs a process that ensures that the best and most insightful, helpful advice and options get to the president to enable the president to make better decisions. And that should importantly include the fair representation of dissent. In addition, obviously, the national security advisor will have his or her own views and will be able to offer those as personal staff to the president. But I think their primary role is to structure the process such that the president has the benefit of a full range of views before he or she is making a decision. Michèle Flournoy The president needs to decide how policy is going to be made. There are two models. First is the traditional domestic policy model, whereby the president relies heavily on the White House staff to come up with a policy, then Cabinet secretaries are brought in to implement the policy. The alternative model is what I think is the right model, whereby the Cabinet secretaries are part of the policy development process. The president has to decide which model he or she is going to use. Stephen Hadley 19 Center for American Progress Process Makes Perfect

The Cabinet has to believe that even if the national security advisor is an advocate for a particular position, that either they have access to the president or the president hears their views in an honest fashion. Even as an advocate, there has to be an aspect of that, that accords with the notion of being an honest broker. Rand Beers Detail presidential access Early on, the president should establish a regular battle rhythm of communication with the national security advisor. By modestly extending the time accorded to the in-person President s Daily Brief on intelligence, for instance, the president will allow for a review of required national security decisions and upcoming Principals Committee and Deputies Committee meetings. Hadley described to us how he would come to see President Bush every day to let him know what was going on at the Principals Committee, for instance. If the next president decides, as some previous presidents have, to take the President s Daily Brief in written form, then there should be a separate daily discussion scheduled with the national security advisor to meet this objective. It would be very good if the president has a national security briefing every day. I think the intelligence briefing can be optional. We didn t have a separate intelligence briefing for Reagan. We gave him the book every day, and he would read the articles that we highlighted. We did not have the staff prep for the book. President George H.W. Bush and George W. Bush obviously cared more about intelligence, the father having been the director of the CIA. Now, it s become an expectation of the intelligence community to have a half hour with the president every day. But frankly, the intelligence briefing is optional. John Negroponte One of the institutionalized meetings that can occur is the CIA briefer presenting the Presidential Daily Brief to the president, with the national security advisor in the room. The preferred outcome is that the president meets with the national security advisor at least once a day, however you want to structure it. It actually makes sense to do it in conjunction with the PDB. This is the simplest way to do it. Rand Beers In this administration, the President s Daily Brief consists of a briefing from the intelligence community for 5 to 10 minutes and then a 20-minute discussion with the president and his top advisors. It s a unique opportunity to flag critical issues for the president, to get his initial feedback and guidance and to prioritize. Tony Blinken 20 Center for American Progress Process Makes Perfect

I saw it personally in the Bush administration, where the intelligence briefing turned into a policy discussion. The president would actually make decisions. Condi would say, Mr. President, I think we really need to have a principals meeting on that, and Bush would say, No, I just decided. That s not the way to make decisions. You need the views of all the agencies. In the Obama administration, there is a daily meeting that has a short intelligence component but a large policy component, where a lot of discussion happens and a lot of the president s views are formed. [Former national security advisor] Tom Donilon was very cautious on this, not to bring issues to the president until he was ready or he had all the inputs from all of the agencies. Tom was trying to protect the formal process from an invasion by the president too early. Michael Morell Another question that should be defined upfront in the next administration is the degree of access that key Cabinet members will have to the president directly, outside of NSC meetings or staged public events. There are clear advantages to establishing routine patterns of meetings between the president and the secretaries of state and defense. The NSC advisor sees the president every day, as part of the briefing. So he has much greater proximity. And there s a temptation to overuse that privilege. So President Reagan suggested, Why don t you and I have two private meetings a week? That helped, but after a while, I told the president we should include the NSC advisor. He could just be an observer, otherwise I had to go down after the meeting and brief him. It was an insight into this very factor. The two of us would sit there and I would present my agenda of strategic issues, problems, and opportunities. These meetings also helped because then when I spoke, everybody knew I was on the same terms as the president. I was speaking for the president. George Shultz I think that relationship and proximity of the national security advisor to the president can begin to cause certain animosity between the national security advisor and secretary of state. What needs to happen more is to have the national security advisor and the secretary trust each other enough that if the secretary wants to be in the room alone with the president, that should be allowed. There needs to be a process where you have the privilege of writing something to the president that does not go through the bureaucratic system. There has to be some way that a Cabinet secretary has access to the president. Madeleine Albright 21 Center for American Progress Process Makes Perfect